Administrative Clerk - BMB Administration
Job Description Summary
The department of Biochemistry and Molecular Biology is seeking an Administrative Clerk to assist with office administration. This position will assist in creating an organized work environment for efficient and high-quality research.
Key Roles and Responsibilities
- Seminar coordinator-Arrange seminar speaker visits for department formal seminar program. The duties involve creating itineraries, booking hotels, airfare and ground transportation for invited speakers. The seminars are held every Friday during the academic calendar year. Advise the seminar chairperson and administrative director on the budget and expenses involved with the visits. Keep a current spreadsheet tracking and monitoring the seminar expenses to not go over budget.
- Oversees administration of graduate program to include departmental teaching, including room assignments, posting of courses, grades, and materials to Enroll and Pay; serves as liaison to graduate students by working with them on planning and scheduling committee meetings, comprehensive exams and oral defenses; assure students are maintaining timelines for committee meetings. Track the students on the timelines and history of the program by keeping the graduate student file updated. Report to the department graduate director and assist with record keeping.
- Literature seminar coordinator-Prepare the schedule and send announcements.
- Department web manager: Maintain department website to keep updated as advised by the Chair.
- Assist with faculty and staff recruitment by reserving hotel and preparing itineraries. Collect receipts and follow up with procurement officer on payment of invoices for visits.
- Assist with the annual HUB forum which is held on a Saturday. Work with the department Chair on the distinguished speaker's itinerary; which includes booking hotels, ground transportation and follow up on expenses. Track registrations for the event by reporting to the HUB chair on attendees. Preparing nametags and signage for the meeting. Keep the Administrative Director updated on all details.
- Provides support to the Administrative Director for planning Departmental events including the annual HUB forum, faculty and staff meetings and events like IGPBS Rush, department retreat, department holiday party, and semimonthly coffee networking events. The duties are reserving meeting rooms, sending notifications, taking attendance, ordering lunches, and preparing the invoices for payment. Work with catering vendors to determine the most cost effective to maintain the department budget. Process payments for lunches by collecting necessary documentation and forwarding to the procurement officer.
- Serve as a backup procurement officer by learning Workday purchasing requirements to keep the flow of the purchasing tasks in the absence of the procurement officer. This involves entering BPC transactions and follow-up. Serve as an approver in the hierarchy of Workday as needed to keep transactions moving in the system.
- Provide support with travel and reimbursements. Understanding mileage rates, comparison airfare, collection of documents and receipts for payments and reimbursements. Follow up with speakers or faculty as needed.
- Answer department phone calls to take messages or redirect callers to appropriate colleagues
- Monitor stocks of office supplies (paper, toner, tc.) and report when there are shortages
- Assist scheduling meeting rooms for various meetings.
- Sending appointments via Outlook to department faculty and staff. Keeping an updated contact list.
- Sort mail and distribute to mailboxes.
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